kajiado county government county ict roadmap 2015 …

Kajiado County Government ICT Roadmap 2015-2020

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KAJIADO COUNTY GOVERNMENT

OCTOBER 2015

‘A vibrant, modern and regional commercial hub with a high standard of living for her residents through the

use of ICTies’

COUNTY ICT ROADMAP 2015 -2020


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Statement on Confidentiality and Distribution of this DocumentThis report has been prepared for and only for County Government of Kajiado and the ICT Authority in accordance with the terms of our engagement letter dated 4th February 2015 and inception report dated 13th March 2015 and for no other purpose.

Infosys Engineering Limited (the Consultant) does not accept or assume any liability or duty of care for any other purpose or to any other person to whom this report is shown or into whose hands it may come save where expressly agreed by our prior consent in writing.

ACKNOWLEDGEMENTiii

ACKNOWLEDGEMENT


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COUNTY ICT ROADMAP ACCEPTANCE SIGNOFF

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COUNTY ICT ROADMAP ACCEPTANCE SIGNOFF

____VICTOR KYALO_____ _____________________ _______________ Chief Executive Officer ICT Authority Signature Date ____ERASTUS NZIOKA___ _____________________ _______________ Project Manager, Infosys Engineering Ltd Signature Date


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PREFACE iv

PREFACE


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EXECUTIVE SUMMARY

This roadmap intends to deliver on four objectives namely:

• To develop a coordinated and coherent approach for ICT road map development and guidelines which will enable each County to provide high-quality and cost-effective ICT-enabled services that meet the needs of County residents;

• Foster innovation, best practice, and value for money in the use of ICT in management of County resources, learning and Citizen outreach;

• To define the conditions under which it will be possible to provide a shared andoptimized ICT infrastructure with appropriate user support and standards for the National Government and the Kajiado County Government;

• To among other things identify: Short term quick wins; Priorities for investment; Plans for development; Employment and support of ICT services and infrastructure which support the County’s Citizen outreach, learning, and administrative activities; A change managementplan;Detailedstrategiesforrefinementandevaluationofperformance,culture,communications,datareportingandanyotherstrategicmanagementidentifiedissues necessary for successful implementation of the roadmap in relation to ICT services for the Kajiado County Government.

ApproachThe development of the roadmap involved consultative meetings with the County leadership in the two arms and the Public Service Board. The Consultancy team collected data across the functions and departments of the County Government and validated the information before generating a status report. Further consultations with the stakeholders informedfinalisationofthefirstdraftunderthestewardshipoftheplanningandtechnicalcommittees. The ICT Authority has also validated each stage of the development process.

This roadmap is benchmarked on the global, regional and national ICT trends, demands, expectations, standards and best practices. It analyses the status of ICT in the county and analyses the gaps using the maturity level analysis. Finally, four thematic roadmaps and three cross cutting themes are discussed.

The Kajiado ICT roadmap aligns itself to the national ICT Master-plan. It seeks to position the CountyindeliveringefficientICTenabledservices.Currently,ICTintegrationislowinpublicservice delivery. In addition, there is evident sub-optimality in the existing systems.

Kajiado County ICT Roadmap 2015-2020The Kajiado County ICT Roadmap 2015-2020 covers four strategic areas: Infrastructure and Connectivity, Human Resources and Capacity Building, Public Service Delivery and the Legal and Policy Environment. The four areas respond to the existing gaps in ICT integration. The roadmap plan underpins the National ICT Master Plan’s ICT sector-transformational agenda.


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Kajiado County is part of the Nairobi Metropolitan Service Improvement Programme in ICT. The milestones under NaMSIP include: Communication strategy for the County, Revenue enhancement, Automation of construction permits and GIS and ICT needs assessment;

The ICT assessment highlights the following ICT gaps that have formed the basis of the roadmap

1. Infrastructure and Connectivity; Limited ICT infrastructure and poor connectivity

2. Human Capital and Workforce Development; Lack of a comprehensive training programme for the county staff (training needs assessment, training and user support) and low ICT skills

3. Public Service Delivery; Lack of integrated information management system and a limited ICT enabled public service delivery systems;

4. Policy Environment and Legal Framework; Lack of ICT governance, policies and procedures

In addition to the above, the county lacks a Shared Services plan, a change management plan and there is limited citizen involvement and participation. An assessment of the ICT maturity level in theCountyGovernmentofKajiado iscurrently ratingsignificantlybelowaverage with a score of about 282.8 on the weighted maturity ratio and a category maturity of 1.2.

ThefindingsconfirmtheneedofasignificantCountyICTRoadmapandahighinvestmenttoacceleratethedeliveryoftheidentifiedICTinfrastructure,informationsystems,processesandrequiredskillstosupporttheICTVision.Keygap-closureprojectshavebeenidentifiedto reach the desired ICT maturity level. These projects shall fall under the following ICT Roadmaps;

The Vision of the ICT roadmap is ‘A globally competitive county, enabled by innovative ICT e-governance, providing excellent responsive services to digitally empowered citizens in a progressive, equitable and sustainable way’. The ICT Vision is aligned to the County vision of ‘a Prosperous, Globally competitive County, offering quality life through sustainable development’. To achieve the desired state, the Kajiado County Government shall require an investment of Kshs. 1,305,587,596 (USD 14,191,170).

At the heart of implementation are the shared services and change management plans as strategic approaches. The County Government shall coordinate the implementation through a project implementation structure. The County Government shall embrace a privatepublicpartnershipmodelinfinancingtheroadmap.


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TABLE OF CONTENTS

1 INTRODUCTION & BACKGROUND 11

1.1 BACKGROUND OF THE COUNTY 11

1.1.1 COUNTY GENERAL INFORMATION 11

1.1.2 THE KAJIADO COUNTY EXECUTIVE 11

1.1.3 THE COUNTY ASSEMBLY 12

1.1.4 COUNTY PUBLIC SERVICE BOARD 12

1.1.5 ICT DEPARTMENT IN KAJIADO COUNTY 12

1.1.6 SCOPE 13

1.2 ICT ACHIEVEMENTS, CHALLENGES AND LESSONS LEARNT 13

2 THE ICT ENVIRONMENT AND SITUATIONAL ANALYSIS 14

2.1 ALIGNMENT TO NATIONAL ICT TRENDS 14

2.2 ICT FOUNDATIONS 14

PART 2:CURRENT STATE 15

2.2.1 ICT HUMAN CAPITAL AND WORKFORCE DEVELOPMENT 15

2.2.2 INTEGRATED ICT INFRASTRUCTURE 15

2.2.3 INTEGRATED INFORMATION INFRASTRUCTURE 15

2.3 NATIONAL GOVERNMENT ENTERPRISE ARCHITECTURE 15

2.1 CURRENT STATE DESCRIPTION 15

2.2 CURRENT STATE-COBIT ANALYSIS 17

2.4 PILLARS IN LINE WITH NATIONAL MASTER PLAN 17

2.4.1 COMMONALITY IN COUNTIES 17

2.4.2 NATIONAL ICT FLAGSHIP PROJECTS 17

2.4.3 CURRENT ICT STATUS IN KAJIADO COUNTY 17

2.4.4 INFRASTRUCTURE AND INTERCONNECTIVITY 17

2.4.5 PUBLIC SERVICE DELIVERY AND INTEROPERABILITY 18

2.4.6 HUMAN RESOURCE AND CAPACITY BUILDING 20

2.4.7 POLICY ENVIRONMENT AND LEGAL FRAMEWORK 20

2.4.8 SHARED SERVICES 20

2.4.9 CHANGE MANAGEMENT 21

2.4.10 CITIZEN INVOLVEMENT AND PARTICIPATION 21

2.5 KAJIADO ICT GAP ANALYSIS 22

2.5.1 KAJIADO COUNTY ICT MATURITY LEVELS 22

TABLE 2 1 KAJIADI COUNTY GOVERNMENT ICT CURRENT STATUS 22

TABLE 2 2 SUMMARY OF MATURITY FINDINGS 23


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2.5.2 KAJIADO COUNTY ICT GAP ANALYSIS 23

TABLE 2 3 ICT GAP ANALYSIS SUMMARY 24

2.6 CURRENT KAJIADO COUNTY GOVERNMENT ICT BUDGET (2014/2015) 25

3 THE COUNTY ICT STRATEGY ROAD MAP 26

3.1 STRATEGIC PRINCIPLES 26

3.1.1 VISION 26

3.1.2 MISSION 26

3.1.3 CORE VALUES 26

3.2 ROAD MAPS 26

3.2.1 ROAD MAP 1: INFRASTRUCTURE AND CONNECTIVITY 27

3.2.2 ROAD MAP 2: PUBLIC SERVICE DELIVERY AND INTEROPERABILITY 27

3.2.3 ROAD MAP 3: HUMAN RESOURCE AND CAPACITY BUILDING 27

3.2.4 ROAD MAP 4: POLICY ENVIRONMENT AND LEGAL FRAMEWORK 28

3.4 CHANGE MANAGEMENT 29

3.5 SHARED SERVICES 29

3.6 KEY STRATEGIES GUIDING IMPLEMENTATION OF THE ROADMAPS 29

TABLE 3. 1KEY STRATEGIES GUIDING IMPLEMENTATION 29

4 CRITICAL SUCCESS FACTORS 30

4.1 GOVERNANCE, MANAGEMENT AND ORGANISATION 30

4.2 IMPLEMENTATION PLAN 31

4.3 SHARED SERVICES PLAN 31

4.3.1 CHANGE MANAGEMENT PLAN 31

4.3.2 CITIZEN INVOLVEMENT AND PARTICIPATION PLAN 32

4.4 CRITICAL SUCCESS FACTORS 32

4.5 COMMUNICATION STRATEGY 33

4.6 MONITORING AND EVALUATION (M&E) 33

5 PROJECT IDENTIFICATION AND PRIORITISATION 34

5.1 ON-GOING PROJECTS 34

5.1.1 PRIORITY SERVICES AND QUICK WINS 34

TABLE 5- 1 PROJECT IDENTIFICATION AND PRIORITISATION 35

5.0 FINANCIAL PROJECTIONS 36

TABLE 5- 2 SUMMARY OF INVESTMENTS PROJECTION 37

5.2 ROAD MAP FINANCING: 38


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BPO Business Process OutsourcingCA County Assembly CCTV Closed Circuit TelevisionCDF Constituency Development Fund CEC County Executive CommitteeCDMA Code Division Multiple AccessCIDP County Integrated Development Plan CO ChiefOfficerCPSB County Public Service Board CRA Commission for Revenue AllocationCRM Citizen Relationship ManagementDG Deputy Governor DHIS District Health Information System EAC East Africa CommunityECD Early Childhood DevelopmentECDE Early Childhood Development and EducationERP Enterprise Resource PlanningGIS Geographical Information SystemGCCN Government Common Core networkGPS Global Positioning SystemGSM Global System for MobileHE His ExcellencyHMIS Health Management Information SystemICT Information and Communications TechnologyICTA Information and Communication Technology Authority ITES Internet Enabled ServicesKTC Konza Technology CityIFMIS Integrated Financial Management Information System IPPD Integrated Personnel and Payroll DatabaseIPRs Intellectual Property RightsKES Kenya ShillingKPLC Kenya Power and Lighting Company LAN Local Area NetworkLAIFOMS Local Authorities Integrated Financial and Operations Management SystemMCA Member of County Assembly MTP Mid-Term Plan NaMSIP Nairobi Metropolitan Service Improvement ProjectnRI network Readiness IndexNOFBI National Optical Fibre Backbone InfrastructurePABX Private Automated Branch ExchangeSLA Service Level Agreement

LIST OF ABBREVIATIONS AND ACRONYMS


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SP Strategic Plan TA Transition AuthorityTTC Teachers Training CollegeTVET Technical and Vocational Educational TrainingUNESCO UnitedNationsEducational,Scientific&CulturalOrganisationUSD United States DollarsVoIP Voice Over Internet ProtocolWAN Wide Area NetworkWB World Bank WDF Ward Development Fund WSIS World Summit on the Information Society


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1. INTRODUCTION & BACKGROUND

The second Medium Term Plans (MTP) (2013-2017) of the Vision 2030 considers ICT as one of the foundations for economic growth, ‘strengthening the foundations of a knowledge-based economy’. The plan highlights ICT as a critical tool in the Kenya’s vision for a knowledge-based economy. The development of these ICTs involves:

1. Upgrading the national ICT infrastructure

2. Improving public service delivery

3. Developing the ICT industry

4. Upgrading ICT capacity

TheCountyGovernmentofKajiadothroughthisfive-yearICTroadmapseekstoleverageon the advantages of ICT investment as an essential driver that will bring forth improved economic development. The plan will focus the county’s ICT investment under the following areas: ICT infrastructure and connectivity, Public service delivery systems, human resource and capacity building and policy environment and legal frameworks

1.1 Background of the CountyThis section presents the location and position of the County Government of Kajiado, its administrative and political units as well as the arms of the County Government

1.1.1 County General InformationKajiado County is located in the Southern part of Kenya. It borders Nairobi and Machakos Counties to the North East, Narok County to the West, Nakuru and Kiambu Counties to the North, Taita Taveta County to the South East, Makueni County to East and Republic of Tanzania to the South. It lies latitude 10°0’ and 30° 0’to the South and longitude 360° 5’ and 370° 5’ to the East. The County has a land surface of 21,900.9 Km2.

TheCountyconsistsoffive(5)subcountiesnamelyKajiadoCentral,KajiadoNorth,Loitoktok,Isinya and Mashuuru. Kajiado County has 17 administrative divisions and 105 locations. There arefive(5)constituenciesnamelyKajiadoNorth,KajiadoCentral,KajiadoEast,KajiadoWestand Kajiado South. The county has 25 Wards and a total population of 687,312 according to the Independent and Electoral Boundaries Commission (IEBC) report of 2013.

TheKajiadoCountyGovernmenttookofficeinMarch2013afterthefirstgeneralelectionsheldafterthepromulgationoftheConstitutionin2010withthefirstexecutivebeingheadedby H.E Governor Dr. David Nkedianye. The County Government consists of the Executive (headed by the Governor and his Deputy Governor), the County Assembly (headed by the Speaker) and the County Public Service Board.

1.1.2 The Kajiado County ExecutiveThe County Executive consists of various departments (sometimes referred to as Ministries).


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The County Executive Committee Members and Chief Officers head the departments.The Directors and their respective directorates perform the technical aspects of the departments. The Governor with the approval of the County Assembly appoints the County Executivecommitteemembersandchiefofficers.

The County Government is fully established and has 10 Executive departments. Kajiado CentralSubCountyhoststhe.TheloweradministrativeofficesoftheCountyGovernmentincluding sub-counties, wards and villages are in their geographical areas

The Executive functions are further devolved to the five sub-counties (headed by Sub-County Administrators), then the 25 wards (Ward Administrators) and down to the villages.

1.1.3 The County Assembly The Speaker elected by the Members of the County Assembly heads the County Assembly of Kajiado. An elected Member of the County Assembly (MCA) represents each Ward in the Assembly. The Assembly is composed of 25 elected members and 16 nominated members making forty-one members. The County Assembly executes its legislative, oversight and representation roles through established sectoral committees of the Assembly. The clerk (chiefaccountingofficer)coordinatestheday-to-dayfunctionsoftheassembly.TheCountyAssembly has four directorates. The ICT department has three staff but usually uses interns from the local universities to support some functions.

1.1.4 County Public Service BoardThere is an independent public service board in Kajiado County. The County Public Service Board is in charge of Human Resource Management and Labour Relations, Administration, Coordination of Decentralisation and Disaster Management. The CPSB administration team includeanHRofficewithprofessionalstaffmembers.TheCountyPublicServiceBoardisinrentedapremisethatisfarremovedfromtheothercountyoffices.

1.1.5 ICT Department in Kajiado County Kajiado County Government has a department that incorporates the directorate of Information Communication Technology in the Executive arm of the Government. A CEC Member heads the department. The department is a shared docket with other functions related to Corporate Communications and e-Government and Public Participation. The ICT directorate supports the other departments through a centralised system. The directorate supports both the departments and the sub counties. The departments have mandate of identifying their own ICT needs and in turn sharing with the ICT department for approval or authentication of the services.

TheICTdepartmentimplementsitsmandatethroughaleanstaffestablishmentoftwoofficers(theDirectorandanITOfficer).TheICTDepartmenttakesoverallcoordinationandpolicyleadership in the provision of the ICT support services across the County Departments. The


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department is working to support the implementation of the national ICT programmes such as Integrated Financial Management Information System (IFMIS) and Integrated Personnel and Payroll Database (IPPD) for management of payroll.

1.1.6 ScopeThe Kajiado County ICT Roadmap 2015-2020 is a clear, concise and coordinated approach to delivering quality ICT services to the people of Kajiado County. The following three principles guided the development of this roadmap.

• ICT as an enabler for service delivery

• Desire to deliver better public service at lower costs

• Sharing of resources

1.2 ICT Achievements, Challenges and Lessons LearntThe County Government prides itself in the following achievements: first, the assemblythrough Access Kenya ISP erected a 39 metres tall mast for its internet that is being used at the assembly. Secondly, commencement of the Nairobi Metropolitan Service Improvement Programme to address some of the ICT gaps in the county. Thirdly, the IFMIS system terminates at county headquarters but is yet to be connected to departments. The system has improved the procurement process in the county; and citizen participation is through forums and social media. Mainly used is Face Book (FB)

However, the County Government faces a number of challenges in acquiring and deploying ICT, some of these challenges include: National Optic Fibre Broadband Infrastructure (NOFBI) does not terminate in the county; lack of network connectivity due to poor infrastructure has continued to affect service delivery in the county, lean ICT staff, and dispersed departments across the county headquarters.

The County Government has accumulated experiences on lessons over the last two yearsthatinclude:first,theimportanceofsupportofthetopmanagementespeciallytheGovernor’sofficeandtheICTteamanddepartmentaltopmanagementteam.Secondly,the ICT strategy will not be implementable. Thirdly, regular review of critical success factors to ensure participation by all parties involved, and Public-Private -Partnership model is essential for the ICT roadmap


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2 THE ICT ENVIRONMENT AND SITUATIONAL ANALYSIS

This chapter presents the contextual analysis of ICT implementation in Kajiado County. It largely borrows from the global practices, standards and critical lessons. The analysis further delves into the status of ICT in Kajiado County, the stakeholder analysis and the gap analysis. Most importantly, the maturity model that borrows heavily from the Gartner model is used to establish the ICT maturity levels of Kajiado County

2.1 Alignment to National ICT TrendsThe National ICT Master Plan that aligns to Vision 2030 is one of the most transformative documents produced by the Government to spearhead and revolutionise the country. It provides major foundations that are critical to undertake in order to lay a basis of Kenya transitioning to a Knowledge- based society and positioning the country as a regional ICT hub. These foundations include the development of quality ICT infrastructure; an integrated and secure information infrastructure and developing critical mass of high-end ICT human capital.

The above foundations, form part of the key thematic areas in this ICT Roadmap (i) ICT Human Capital and workforce development (ii) integrated ICT Infrastructure and (iii) integrated information infrastructure (Service Delivery Mechanisms).

2.2 ICT FoundationsThis sub section highlights a summary of the ICT foundations that are critical to the implementation of the road map in the county. The Kajiado County ICT Roadmap aligns to the policies and strategies proposed in the National ICT Master Plan, the Broadband Strategy Paper and the Infrastructure sharing Paper as the key papers to spearhead Kenya’s ICT sector. The following are the thematic areas that are guiding the ICT roadmap’s current assessment and proposed implementation.


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2.2.1 ICT Human Capital and Workforce DevelopmentSuccessful implementation of products and services is dependent on a highly skilled and motivated workforce. The ICT staff should be equipped with focused technical skills as well as appropriate managerial and leadership skills. The County Government of Kajiado will continue to enhance its workforce capacity through assessment of current and future needs, identifying capacity gaps and developing relevant and effective capacity building programmes. Undertaking an ICT training needs assessment, development of a skills inventory database and a sustainable career progression for staff motivation and retention shall realise this ambition.

2.2.2 Integrated ICT InfrastructureThis foundation seeks to provide the integrated infrastructure backbone required to enable cost effective delivery of ICT products and services to Kenyans, business community and other stakeholders. There are four sub-marine cables that offer connectivity in world; TEAMS, EASSY, SEACOM and LION. Inland, the National Optical Fiber Backbone Infrastructure has reached over 23 counties. Kajiado is NOT one of these counties. The NOFBI phase II program is underway and it may connect Kajiado County.

The master plan envisages that Kajiado County will have attained a robust ICT infrastructure to facilitate the development of an ICT-enabled economy by 2017. This will promote integration and sharing of ICT infrastructure. The ICT team was encouraged to tap into the Universal Access Funds (UAFs) to address the connectivity challenges in the undeserved rural areas.

2.2.3 Integrated Information InfrastructureThis foundation concerns itself with the creation, continuous accessibility and archiving ofpublic information.Currentlydata is notwellorganizedand is verydifficult toaccesselectronically. The master plan proposes that Kenya develops and implements public data hubsbasedonsecureinfrastructureforefficientandeffectivecitizencentricservices.Thenational government is currently deploying Huduma Centres across the country to facilitate one –stop-shops that bring services closer to the citizens. Kajiado County has started plans to establish similar centres to improve access to information and services to the citizens.

2.3 National Government Enterprise ArchitectureInformation Technology Architecture is a high-level map or plan of the information assets in an organization, including the physical design of the building that holds the hardware. Thisprocessofdevelopmentofmethodicalinformationtechnologyspecifications,modelsand guidelines, using a variety of Information Technology notations within a coherent Information Technology architecture framework is important in response to the requirement for a coherent, consistent approach to delivery of information technology capabilities.


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The National Government of Kenya recognises that Strategic management of Information, Information Systems and Information & Communication Technology is key and needs to be done in a more coordinated manner. The Ministry of ICT and ICT Authority constitute the

collective governing body of Information & Communication Technology (ICT). These institutions are charged with the responsibility to govern Government-Wide ICT plans and programmes in pursuance of the outcomes, principles of the ICT pillars as depicted in Figure 2.2 below

The GEA Framework is intended to supersede any prevailing Enterprise Architecture and ICT planning frameworks and methods in use in government. County Governments are no exception to this policy requirement. Hence the need for Kajiado County Government to conform and abide by the GEA framework as prescribed by the government policy.


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2.4 Pillars in line with National Master PlanThe Government developed a Government Common Core network (GCCN), that serves as a shared and secure interoperable Government-wide ICT architecture. The system will notonlyintegrateworkprocessesandinformationflows,butalsoimproveinter-ministerialsharing of databases and exchange of information. This is to ensure that there is maximum access to information held by public authorities to all Kenyans and that public information is readily available through consolidated portals in an affordable and secure way.

2.4.1 Commonality in CountiesThe government having commonality is important in ensuring that there is interoperability between the national government and the county governments making service delivery moreefficient.Threemainaspectsofcommonalitiesarenotable,infrastructure,commonstandards and common capability. Alongside the commonalities highlighted above, the following service delivery mechanisms are critical: (i) e-Government Services (ii) ICT as a Driver of the Industry and (iii) Developing ICT Business.

2.4.2 National ICT Flagship ProjectsThe National Government has initiated a number of ICT Flagship projects that have a direct impact on all Counties. It expects the Counties to tap in to these projects and align their ICT Strategies to the National Government strategies.

2.4.3 Current ICT Status in Kajiado CountyThe section presents the county status of the Infrastructure Connectivity and Interoperability, Public Service Delivery Systems, Human Resources and End-Users Capacities and the Legal and Policy Environment. The status is for both the County Assembly and County Executive withspecificsbeinghighlightedappropriately.

The current ICT status in Kajiado County is presented below.

2.4.4 Infrastructure and Interconnectivity The status of infrastructure and connectivity in Kajiado County is outlined below;

1. The County is not connected to the National Optic Fibre Broadband (NOFBI). The Executive andtheAssemblyareworkingtogethertoimprovecommunicationsinfrastructure(fibreoptics).

2. TheCountyheadquartersofficehaveaPABXvoicecommunicationsystemthatwastransferredfromthedefunctlocalauthority(however,itisnotefficient);

3. Theboardhasalink(www.kajiado.go.ke/publicserviceboard);theofficeautomationismoderate; the LAN is currently being rolled out;

4. LiquidTelecomhaveacommercialfibrethattraversesthecountyonthemainhighwayto Namanga;


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5. Network coverage in the county is mainly by GSM, but the signal is weak in some parts of the county. The County hospital next to the county headquarters does not have GSM signal at all;

6. FewCountygovernmentofficesarenetworked(Publicworkssectionandpartofroads)but a contract has been awarded for the local area network at the Head Quarters. There is no Wide Area Network (WAN) to link the departments which are widely dispersed;

7. The network coverage by GSM is by Airtel, Orange and Safaricom but there is generally low signal strength for GSM. The County hospital next to the county headquarters does not have GSM signal at all;

8. Most staffuseModems for their Internetconnectivity. ThecountyofficeshaveGSM–Safaricom, Orange and Airtel;

9. The County does not have a data centre or a server; neither does it have a co-location facility for the data. There is however a room already allocated for the servers and communication equipment;

10. Most staff use Modems for their internet connectivity;

11. There is generally low office automation (including computing devices) in mostdepartments of executive;

12. For county assembly there is adequate automation; there is a LAN and MCAs have computing devices.

13. The asset management register is manual and not integrated to procurement.

2.4.5 Public Service Delivery and Interoperability The current ICT status in the county on software applications is summarised below:

1. The county pays through IFMIS. The other modules have not been implemented; IFMIS system terminates at county headquarters and has been moved to some departments (through a weak link) eg education

2. The County uses LAIFOMS to collect some of the revenue. IFMIS being upgraded to have revenue - expenditure integrated systems. A new system has been contracted to integrate all revenue collection;

3. Nairobi Metropolitan Service Improvement Project (NaMSIP) is ongoing to address some of the ICT needs [communication strategy needs, Revenue enhancement needs, automation of construction permits (e-permits), GIS and ICT needs assessment, Integrated Strategic Urban Development Plans]

4. Some departments are already using IT based systems to serve the public. For instance Health (MEDBoss in Kajiado&Fundsoft in Ngong) and Agriculture (Plantwise);

5. Revenue collection is decentralised and different departments have different revenue


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streams but there is no automated system for collection all the revenues. The main revenue streams for the county are business permits, sand, ballast harvesting fees; traders produce cess, building plans approval and market entrance gate fees among others;

6. The website of the executive (www.KAJIADO.go.ke) has some departmental information. The website has web pages for the departments with information about the departments, the achievements and the projects;

7. The social media is linked to the website and updated on a regular basis by the ICT department

8. The County Assembly has no website;

9. The county does not have any centralised portals for accessing services to the public (for instance market information or dedicated information portal);

10. The county does not have a centralised database for data from the various departments such as lands, roads, economic planning, health, administration, education and Public Service Board;

11. There is no existing ERP in the County Government operations;

12. The asset management register is manual and not integrated to procurement;

13. There are no ICT systems for planning – budgets are generated using excel from the departments and consolidated or verified by the Finance & Economic Planningdepartment. IFMIS is also used for monitoring budgets;

14. The current system for monitoring on-going projects from the different departments is mainlyusingMSoffice;

15. The Nairobi Metropolitan Service Improvement Project is expected to help the county address some of the service delivery aspects in the urban sub counties, assess the GIS and ICT status;

16. The CIDP provides insights on the spatial plans across all the relevant departments but there is no system in place to implement and integrate the plans;

Communication: The status of communication is as outlined belowThe directorate for Corporate Communications is not fully established. There is no county media centre for corporate branding and the county does not have a documented communication strategy;

There is no policy on use of emails by staff members. Few staff (mainly ICT department staff)usetheofficialemails.However, it isapparentthatmostcommunicationsbetweendepartments is by either email (personal email) or telephone;


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2.4.6 Human Resource and Capacity Building 1. The Human Resource Management function has been centralised to Public Service

Management department. Identification of training needs, leave requests andmostof the other human resource functions have been decentralised except payroll management;

2. Key departmental staff have been trained on E-promis (system for project management);

3. Most county departments have some working knowledge of ICT skills;

4. There has not been a training needs assessment on all County Government staff;

5. The ICT department in the County Executive is grossly understaffed. There are currently only 2 technical staff (including the ICT director);

6. The ICT needs for the County Executive departments are rarely attended to in a timely mannerbecauseoftheunderstaffingofICTdepartment;

2.4.7 Policy Environment and Legal Framework1. The ICT department has a County ICT Strategic Plan 2014/2015 – 2016/2017. The strategic

plan focuses on ICT infrastructure, business intelligence, information management, business process automation, customer services, e-governance, citizen education and engagement;

2. The CIDP recognises the importance of ICT as a powerful enabler of development goals of the County;

3. The County is yet to develop any policies on ICT use;

4. There is a Sectoral Committee in the County Assembly that is in charge of ICT & e-government issues. There are no laws supporting the deployment and use of ICT in the county;

5. Inadequate ICT budgets. Every budget presented is not approved in full;

2.4.8 Shared ServicesBelow is the summary of the current ICT status on shared services

1. IFMIS is a shared service across all the departments;

2. There is no plan on sharing services plan in the county.

3. ICT infrastructure development in the county is neither shared amongst the three arms of government nor the departments

4. No shared services plan exists

5. County databases are not shared across departments

6. Theunifiedcommunicationsystemisnotsharedacrossthethreearmsofgovernment


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2.4.9 Change ManagementBelow is a summary of the current ICT status on change management

1. The devolved government structures are in place. These include the county executive, the county assembly and the public service board.

2. Neither a clear change management strategy nor plan exists to implement the change management process.

3. No communication strategy exists to support expected change management

2.4.10 Citizen Involvement and ParticipationBelow is the summary of the current ICT status on citizen involvement and participation

1. The County updates citizens through the Website. Communications directorate provide content from departments and ICT directorate uploads/updates;

2. There are Huduma Centres by National Government (in Kisamis and Kajiado) that have allocated desks for county rates and other services

3. The County does not have a dedicated information portal for providing information or accessing services to the public;

ASPECT CURRENT ICT STATUS Infrastructure and Connectivity 1. The County does not have National Optical Fibre Backbone Infrastructure

(NOFBI)

2. 2The GSM connectivity is not reliable

3. The LAN is available at some departments; the County Headquarters to have LANinthenextfinancialyear;

4. There is no WAN interconnecting departments

5. Thegeneralofficeautomation(computers,printers)islowacrossthedepartments

6. IFMIS is deployed by satellite

Interoperability 1. IFMIS system is operational (the payment module) but departments have to bringtheirmanuallyapprovedpaymentvoucherstotheheadoffice;

2. IPPD is used for payroll payment but is not connected to IFMIS. The transfers of salary vouchers are manual.

3. LAIFOMS is used to collect revenue and is not connected to IFMIS

Human Resource and Capacity Building

1. The number of staff in ICT department at the County Executive is few (2 staff including the ICT Director);

2. Few institutions are available in the county to train on ICT

Policy Environment 1. There is no legislation guiding the use of ICT

2. There are no policies to guide ICT use


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2.5 Kajiado ICT Gap Analysis This section analyses the existing gaps that limit Kajiado County from optimising and deploying ICT in service delivery. It uses the maturity level analysis to establish gaps in the existing ICT environment and the desired ICT optimisation in Kajiado County

2.5.1 Kajiado County ICT Maturity Levels ThefirststepinICTdevelopmentistoassessthestate.Then,fromthisassessment,youwillbetterunderstandtheareasfordevelopment,andfinally,youcanbegintocarryouttheappropriate actions to raise the maturity of the ICT. ICT Standard’s maturity analysis is a self-assessment where each ICT function gets a score according to a consistent scale with CMMI (Capability Maturity Model Integration). This way, the organization will have visibility about the maturity of ICT and how people inside and outside of the organization view it.

Organizations cannot implement ICT developments as a single project. They must implement it as a coordinated program that evolves over time. A maturity model will enable organisations to identify their maturity levels and determine action plans for reaching the nextlevel.Thefindingsofthematuritylevelareasindicatedinthefigurebelow;

ASPECT CURRENT ICT STATUS Infrastructure and Connectivity 1. The County does not have National Optical Fibre Backbone Infrastructure

(NOFBI)

2. 2The GSM connectivity is not reliable

3. The LAN is available at some departments; the County Headquarters to haveLANinthenextfinancialyear;

4. There is no WAN interconnecting departments

5. Thegeneralofficeautomation(computers,printers)islowacrossthedepartments

6. IFMIS is deployed by satellite

Interoperability 1. IFMIS system is operational (the payment module) but departments have tobringtheirmanuallyapprovedpaymentvoucherstotheheadoffice;

2. IPPD is used for payroll payment but is not connected to IFMIS. The transfers of salary vouchers are manual.

3. LAIFOMS is used to collect revenue and is not connected to IFMIS

Human Resource and Capacity Building

1. The number of staff in ICT department at the County Executive is few (2 staff including the ICT Director);

2. Few institutions are available in the county to train on ICT

Policy Environment 1. There is no legislation guiding the use of ICT

2. There are no policies to guide ICT use

Table 2 1 Kajiadi County Government ICT Current Status


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ASPECT CURRENT ICT STATUS Infrastructure and Connectivity 0.7 81.6

Public Service Delivery 1.0 75.0.

Human Resource & Capacity Building 2.3 42.9

Policy, Environment and Legal 0.7 83.3

1.2 Overall Maturity Ratio – 282.77

Table 2 2 Summary of Maturity Findings

Based on the above maturity analysis, the County currently rates way below average with a score of about 282.77 on the weighted maturity ratio and a category maturity of 1.2.

There is huge potential and opportunity for growth in all the areas considered. Most progress has so far been made in the Human Capabilities with nearly similar progress in the other three aspects under consideration. The needs of the county are unmet with the current ICT infrastructure and incomplete service delivery systems.

2.5.2 Kajiado County ICT Gap Analysis The maturity level analysis brings to fore ICT Gaps as per the four thematic areas. The table below represents a summary of the ICT Gap analysis and some of the proposed closure projects


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Infrastructure and Connectivity1. No connection to the NOFBI

2. 2Weak GSM signal strengths

3. Lack of adequate Local Area Network and no Wide Area Network

4. Lack of data storage, back up and co-location equipment

5. NoefficientuseofICTindepartmentstoenableservicedelivery(onlypartoffinanceisautomatedthroughIFMIS,part of revenue collection by LAIFOMS).

6. Lack of centralised data storage and management in spite of the need being raised by the departments

7. Lack of a co-location facility. There are equally no back-up systems that would make the ICT equipment and data secure

8. Lack of decentralised IFMIS to departments. IFMIS implementation in the County is also limited to G-Pay and IPPD alone. All the other modules on IFMIS have not been implemented by the national government;

9. There is no data centre;

10. Lack of Committee monitoring system (county assembly);

11. Lack of automated cameras (for recording in the chambers – county assembly

2. Public Service Delivery Systems

1. Lack of integrated service delivery mechanisms and operational optimisation across departments

2. Lack of corporate messaging system to effectively relay information to the public.

3. Therelacksaunifiedcommunicationsystemacrossallthedepartments.TheheadquarterscurrentlyusesaninefficientPABX(countyassemblyintheprocessofacquiringone).

4. InadequateCountyWebsitethatdoesnotaddressesspecificdepartmentalneeds.Thewebsitedoesnothavesufficientinformationtoaddressthecriticalneedsofthepublic

5. Lack of County Assembly website

6. .The County Assembly lacks a projects management system to oversee the county projects;

7. There is no automated system for recording proceedings of County Assembly;

8. Limited automation of processes except expenditure (IFMIS) and revenue collection (LAIFOMS);

9. Lack of integrated information management system;

10. Operations within and across departments are not optimised;

11. There are inadequate systems to relay information to the public:

12. IFMIS is not fully operational and not linked to the sub counties

13. Limited mobile phone applications currently in use. The telephony network is weak in most areas in the county

3 Human Resource and Capacity Building

ICT department organisation structure not fully established;

Lack of a comprehensive training programme for the county staff (training needs assessment, training and user support);

Inadequate sensitisation of the citizenry on methods of engaging with the County Government

Policy Environment and Legal Framework

1Lack of ICT governance, policies and procedures

Inadequate ICT budgets in the county

Lack of an ICT policy (draft of the County Assembly ICT policy awaiting approval);

Lack of a legal framework to support investments and other ICT operations;

Lack of a business continuity plans

Table 2 3 ICT Gap analysis summary


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2.6 Current Kajiado County Government ICT Budget (2014/2015) The current level of budgeting in the County was analysed based on Gartner IT key metric data report (2012) that provides a market benchmark for key ICT metrics including spend level as compared to revenue. These ICT key metrics such as average percentages of ICT expenditures or budgets against the organisation revenue and analysed per industry give high level benchmark for assessing organisations ICT departments. The Exchange rate used was KES 92 per USD.

In Kajiado County, the ICT Budget is 2.84% of the total County budget. This is a consolidated figure forall the ICT relatedexpenses spread inall thearmsofcountygovernmentandcountyassemblyandcountypublic serviceboard. It shouldalsobenoted thatfirst, theinfrastructure (hardware and capital) includes purchase of computers, printers and other IT equipment. Secondly, the applications and business process investments includes all the budget lines relating to internet connections, licence fees for communication lines, purchase of bandwith capacity; and thirdly, the ICT related supplies and accessories include expenses relating to supplies of computers, printers, telephone, fax etc.

The Kenya Government ICT Master Plan recommended expenditure of 5% on ICT of the overall revenue in line with a study by Gartner in 2012 that observed ICT spending as a percentage of total revenue for organisations close to the County ranged between 3% and 5%.

While this is so, it is worth to appreciate that the Gartner Study was on organisations with high ICT maturity as Compared to Kajiado County. Initial investments in Kajiado County need to be higher in the initial years to enable the County ICT mature faster


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3 THE COUNTY ICT STRATEGY ROAD MAP

ThischapterdefinestheVision,missionandguidingprinciplesoftheICTRoadmapinformedby the stakeholders contacted and literature review both before and during the planning process.TheCountygovernmentthroughtheICTRoadmapwillthereforefacilitatesignificantimprovementofpublicservicesthroughbetteruseofICTforefficient,costeffective,andinnovative ways. The ICT Roadmap focuses on improving services through a shared ICT infrastructure, increased ICT Capability and improved ICT Governance

3.1 Strategic PrinciplesCurrent delivery systems improvements and expectations from the 10 departments is the foundation of the ICT road map. The following section lays some of the fundamental principles for the ICT roadmap.

3.1.1 VisionThe Vision of the ICT Department is;

A globally competitive county, enabled by innovative ICT e-governance, providing excellent responsive services to digitally empowered citizens in a progressive, equitable and sustainable way

The vision is aligned to the county vision that aims at ‘A Prosperous, Globally competitive County, offering quality life’

3.1.2 MissionTo promote e-governance, direction and coordination in the development, implementation and use of ICT for socio-economic development and delivery of public service to digitally empowered citizens

3.1.3 Core ValuesThe guiding principles for the ICT department are yet to be developed.

1. Accountability

2. Transparency

3.2 Road Maps The County shall implement the following four roadmaps in response to the gap analysis.

1. Infrastructure, Connectivity and Interoperability

2. Public Service Delivery Systems

3. Human Capital and Workforce Development

4. Legal Environment and Policy framework


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3.2.1 Road Map 1: Infrastructure and ConnectivityOverall Objective: To develop the County ICT infrastructure and enhance ICT connectivity in the County

Specificobjectives

The County shall seek to achieve the overall objectives by implementing the following interventions:

1. ConductICTinfrastructureneedsassessmentforallcountyofficelocationsbyDecember2015;

2. Build and maintain LANs/WANs infrastructure in all County departments, County Assembly, sub-countyofficesandwardsbyJune2018;

3. Build and maintain the County’s Data Centre/Server room (Active Directory Services, Mail Services, File Services, Applications Services, Backup and Recovery Services, etc.) by June 2018;

4. Equip staff with appropriate computers and other requisite ICT equipment by June 2018;

5. Provide and maintain adequate internet bandwidth to meet the County’s needs June 2016.

3.2.2 Road Map 2: Public Service Delivery and InteroperabilityOverall Objective: The County Government shall seek to improve the Public service delivery systems

Specific ObjectivesThe County shall implement the following interventions:

1. Facilitate the county to implement knowledge-based databases and applications by June 2017;

2. Design systems and processes for Services delivery by June 2019;

3. Establish communication and Online access to County information by staff and citizens by June 2019;


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3.2.3 Road Map 3: Human Resource and Capacity BuildingOverall Objective

To build the County Human Resources/people ICT capacities

Specific Objectives The roadmap shall implement the following interventions:

1. Equipcountystaffwith the ICT tools that theyneedtoefficientlyandcost-effectivelycarry out their work by June 2018;

2. Train, organise and manage ICT human capacity for Service Delivery by June 2018;

3. Strengthen the ICT services through Budgetary and organisational Mechanisms by June 2016;

4. Establish an ICT Resource Centres to facilitate access to ICT facilities to all staff and the citizens by June 2019

3.2.4 Road Map 4: Policy Environment and Legal FrameworkOverall Objective (s)

To develop and adopt ICT Policies, regulations and standards

Specific ObjectivesThe roadmap shall implement the following interventions:

1. Introduce/adapt the required legal frameworks needed to support usage of the ICT and ensure compatibility, interoperability and secure sharing of information by June 2016;

2. Develop and implement the County’s ICT Policies to guide in proper usage and application of ICT equipment, systems and services by June 2016;

3.3 Citizen Involvement & Participation

Objective: To increase citizen involvement and participation in the county decision making

Under citizen involvement and participation, the county will implement the following interventions:

1. Develop a comprehensive ICT policy on citizen involvement and participation by December 2015

2. Identify and review existing mechanisms for citizen involvement and participation in the county by December 2015

3. Conduct stakeholder analysis on citizen involvement and participation analysis June 2016


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4. Develop suitable mechanisms for citizen involvement and participation (Web portal, Social media, e-Newsletters, Emails, Discussion forums, Print, Television, Radio, SMS and Automated calls) by June 2019

3.4 Change Management Objective: To develop a comprehensive change management plan The County Government shall implement the following interventions: 1. Identify a change management team by December 20152. Develop a schedule of activities for the proposed change by June 20163. Develop the change management plan by June 20164. Review of the change management process by June 2017

3.5 Shared ServicesAcross the national government and county governments, there is a need to improve servicedeliverytocitizens,increaseefficienciesandreducecosts.Sharedserviceisonekeymechanism to achieve this.

Objective: To develop a shared ICT services plan for the County

The specific objectives are:1. Identify services and or systems to be shared within and outside the County2. Develop a platform with a clear framework to share the services; within the county,

across the county and nationally.

3.6 Key Strategies guiding implementation of the Roadmaps

ROADMAP/OTHER KEY STRATEGIES GUIDING IMPLEMENTATIONRoadmap 1: Infrastructure, Connectivity and Interoperability

1. Lobby the County government to increase ICT budgets from the current 2.84% (2014/15 budget)to5%inthesubsequentfinancialyears

2. Diversify fundraising campaigns beyond the allocated county budgets

3. Use Private Public Partnerships arrangements to realise ICT investments

4. Lobby the County leadership to provide investment incentives for investors in ICT infrastructure

5. Build the capacity of county technical staff in ICT skills and competencies.

Road Map 2: Public Service Delivery Systems

1. Build robust delivery systems based on stakeholder analysis.

2. Work with National Government and other counties to standardise processes

3. Build systems based on current and future trends in standards and frameworks

Road Map 3: Human Capital and Workforce Development

1. Build the capacity of county technical staff in ICT skills and competencies

2. The Executive and County Assembly work closely to establish a Human Resource development policy and implementation manuals

3. Institutionalise ICT training in the county training institutions

Roadmap 4: Policy Environment and Legal Framework

1. Lobby the Executive and County Assembly to develop ICT policies and reinforcement plans

2. Outsource experts to support the development of policies

3. Secure an Information Security System

4. Plan for annual and mid-term reviews

Table 3. 1Key Strategies Guiding Implementation


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4 CRITICAL SUCCESS FACTORS

Thischapterdefinesthegovernance,implementationplan,ongoingprojects,prioritiesandquick win, critical success factors and risk factors of the ICT Roadmap informed by the stakeholders contacted and literature review both before and during the planning process

4.1 Governance, Management and OrganisationThe Kajiado County ICT Roadmap requires a standardised, flexible and efficient ICTinfrastructure to enable delivery of these objectives in an effective, secure and sustainable manner.Aboveall, itseekstoreduceinefficiency,replicationofsystemsandduplicationof effort. Currently, technology investment planning is department-specific, often near-termfocused,andisbiasedsignificantlytowardsthepurchaseoftechnologyinfrastructurecapital assets.

The ICT Directorate in the ICT, Gender and Public Participation Department is currently implementing ICT projects. Other departments have also implemented ICT projects either with County or donor agency funds. The governance, management and delivery of the goals and objectives of the Kajiado County ICT Roadmap shall be through a proposed structure constituting of the Planning and Technical Committees. Its objective is to bring about increased accountability, transparency, reduce duplication, and greater emphasis onperformancetobringaboutthedesiredefficienciesandeffectivenessandthereforeanincreased return on ICT investment.

The proposed County ICT Planning Committee will track the implementation process. The committee under the leadership of the CEC shall meet quarterly and annually to develop the required reports. The senior representatives of all the departments together with the Public Service Board and County Assembly ICT representative will be participants. The County shall carry out the Mid-term and annual evaluations. Any discrepancies will be planned for within the implementation period.

ThetechnicalcommitteechairedbytheChiefOfficerwillmeetbi-monthlytoreviewandshare all ICT related technical issues for implementation. The committee will also share any new technologies or initiatives for inclusion in the ICT roadmap. Representatives will include the selected departmental technical teams.

The sub-committees will meet monthly. The specific planned roadmaps will guide thecomposition of these committees. The committees have co-option provisions when need arises.

For an effective implementation process, there is need to set up an ICT Project Management Unit to coordinate the implementation of the ICT roadmap. This unit will coordinate the planning, technical committees and the ICT Management Team. The unit will work very closely with the proposed Change Management Agent.


31

4.2 Implementation PlanThe ICT Directorate will be responsible for leading the overall county government objectives toexpandservicesandimproveservicedelivery,generateefficienciesacrossdepartments,develop expertise and capability across the County Public Service, and ensure business continuity.

4.3 Shared Services PlanKajiado County ICT service aims to provide services to other Countries and organisations and may consume Shared Services from other Counties providing it is the appropriate solution for the County. Therefore, the funding and resourcing of the services are shared and the providing department becomes the internal provider. Some of the key services identifiedinclude;datacentre,communicationinfrastructure,application/systemsacrossdepartments, national systems among others.

ThebasisforsharedservicesinKajiadoCountyisachievingefficiencyandcostsavingsbythe use of local or available resources through reduced duplication and maximisation of local expertise. An action plan based the shared services plan will be developed for all delivery mechanisms within Kajiado County, other Counties and the National Government in collaboration with ICTA because some of the services are national.

4.3.1 Change Management PlanThe ICT Authority recommends the establishment of a Governance Committee, Technical Committee and a Secretariat as critical for the successful implementation of the developed ICT Roadmap for the Kajiado County.

There is need to align the Kajiado County governance structure with the ICT Roadmap which will mean reviewing the ICT Department Structure in relation to all executive department. This will ensure viable ICT Projects implementation structure that can deliver the ICT Roadmap. Since ICT is currently a only a directorate in one of the ten departments, it is essential that theKajiadoCountyestablishedaProjectManagementOfficethatwillworkwiththe ICTRoadmap proposed Committees including the Technical and Planning Committees.

Secondly, it is important for the KajiadoCounty todefinea technical structure thatwillensure successful Roadmap implementation. This will be handled through management of anticipated structural changes and management of the projects related to the roadmap. A Change Agent and a technical agent with relevant expertise will be required. Such partners must have the relevant expertise and experience to play the following roles:

Change Management AgentThe Change Management Agent will guide the County through the execution of the


32

transformation roadmap and will complement the County internal resources in order to provide a high quality resource base to manage the project.

Technical Management AgentThe ICT Projects Implementation Partner will focus on:1. Oversee technical aspects of the projects/programme implementation

2. Training and Capacity building to Kajiado County staff on effective use of the ICT systems

3. Initial Support and maintenance of the Roadmap projects/programmes.

Cultural ChangeThe degree of cultural change required across the County Government to implement the program of work outlined in the ICT Master plan for successful implementation of the ICT Projects in Kajiado County.

The extent of cultural change required to implement the Kajiado County ICT Roadmap while broad in scope as is, does not fundamentally challenge many of the deeply entrenched cultural characteristics of the Kajiado County Government Public Service. It is not expected that by moving from paper to more robust ICT service delivery will require substantial cultural change in service delivery organisations, whether they are in the public or private sector. Using ICT in such a fashion to produce a relatively mild improvement in the quality of service will not be disruptive to existing organisational culture.

4.3.2 Citizen Involvement and Participation PlanCitizen participation is critical in the county. In addition, the citizens expect the County Government to establish different mechanisms suitable for all the citizens with different literacy levels. Citizen involvement and participation is a democratic decision process that provides individuals with an opportunitytoinfluencepublicdecisions.ICTscanenhancecitizenengagementandadvocacyand to increase county government transparency and accountability

4.4 Critical Success Factors 1. The Roadmap shall observe the following critical success factors to ensure the successful

implementation of this roadmap:

2. Clarity: The ICT scope and governance within the county i.e. ICT HR Management Structure, Top management and Staff

3. People – Staff and Citizens: - Change management across Staff and citizens, Attitude change; Systems/technology change and Structural change

4. Resources and Financing: - Development of Private and Public Partnerships (PPP)


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5. Technology development i.e. Information as a resource ICT Infrastructure - NOFBI, Mobile network coverage, Data Centre, Systems and Applications; bridging the digital Divide between Rural and urban areas

6. Policy, Legal and Regulatory Framework:- Development of a Comprehensive County policy, legal and regulatory framework

7. Risk management:- Addressing effects of anticipated Risks

8. ProjectManagementOfficeor Unit that results in effective transformation of the ICTsector in the county

4.5 Communication StrategyCommunication is critical to the successful strategy implementation. Therefore this ICT Roadmap requires an effective communication plan that involves all the stakeholders.

4.6 Monitoring and Evaluation (M&E)An effective and commensurate monitoring and evaluation system is necessary to ensure timely, focused, objective and evidence-based information on the performance of the Kajiado County ICT road map implementation. Continuous observation, monitoring, measurement, feedback and corrective action will inform the anchorage of the County M&E system.

The Kajiado ICT Roadmap monitoring and evaluation framework describes the key indicators that will be used to measure progress and impact in the implementation of the Roadmap. The performance of the ICT roadmap aligns itself with the National ICT Master Plan that defines theexpected flagshipprojects and indicatorswithin given timelines. TheMasterPlanidentifiesthecountygovernmentsasoneofthekeystakeholdersandpartnersintheimplementation of the national roadmap.

The ICT department CEC and the County Assembly ICT Director will be responsible for the M &Eprocess.InconsultationwiththeHeadsofdepartments(DirectorsandChiefOfficers),theICT department CEC will prepare reporting formats for the ICT road map, incorporating Key Performance Indicators (KPIs) that are selected from the implementation matrix. He/ she will collate, verify, analyse and compile the monthly, quarterly and annual M&E reports on ICT road map developments from the various departments for onward transmission to the County Senior Management (Governor and CEC level monthly/quarterly meetings).

The evaluation system will provide for annual assessments of the results arising from the implementation of the road map objectives. The County with the help of an external consultant shall undertake a mid-term review the end of year two and at the end of the Plan period. The purpose of the mid-term review will be to improve overall plan implementation while the terminal evaluation will facilitate the improvement of the next County ICT road map through lessons learned during the implementation of the current Plan.


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5 PROJECT IDENTIFICATION AND PRIORITISATION

The ICT Directorate Roadmap will consolidate ongoing county ICT projects and in some cases expanding their scope to meet the County Government’s transformational goals. Newinitiativesasconceptsandbenefitsareproven,andwilltypicallyrequirebusinesscasesas well subjected to portfolio/Programme management.

5.1 On-going ProjectsThe ICT Roadmap will consolidate ongoing county ICT projects and in some cases expanding their scope to meet the County Government’s transformational goals. New initiatives as conceptsandbenefitsrequirebusinesscasesaswellsubjectedtoportfolioorProgrammemanagement.

5.1.1 Priority Services and Quick WinsThe County considers the following to be the priorities that shall see quick wins in the County.

1. Improving Infrastructure and connectivity in the departments

2. Officeautomation

3. Communication Strategy (through NaMSIP)

4. Assessment of GIS and ICT needs assessment (under NaMSIP)

Early delivery of ICT investment planning changes and the development of a new operating model are both critical to the success of the Kajiado County ICT Roadmap. The Technical and planning committees shall prioritise both. This is a deliberate move towards a more disciplined approach, where the most important functions are prioritised and the emphasis is on quick delivery.

ROAD MAP 1: INFRASTRUCTURE, CONNECTIVITY AND INTEROPERABILITYPROJECT DESCRIPTIONComputing Devices This includes the ICT devices requires by the staff; desktops, laptops, printers

among others

LAN, WAN and Internet Expand the limited ICT infrastructure to allow for improved ICT connectivity

Data Center Construction

Data Storage

Road Map 2: Public Service Delivery SystemsProject DescriptionGeo- Spatial Information System (GIS) This will manage spatial data to support all the project planning processes

and improve service delivery

Enterprise Resource Planning System As a core application, this will automate and manage the county business processes. Some of the systems include the following; Human Resource Integrated System, Financial management systems, procurement, Project Management Systems, Fleet management systems among others.


35

Road Map 2: Public Service Delivery SystemsProject DescriptionUnifiedCommunications Includes telephone, PABX, Email, Fax, Video and teleconferencing

ICT Incubation Centres This infrastructure will allow the citizens to access ICT services at affordable rates

County Web Portal An updated and re-branded website for the citizens to apply for and access services.(Enhance website, social media use and publishing tools, Web Portals)

InstallationofCCTVinOffices

Electronic Document Management System

Aneffectiveworkflowsolutionwillreducethecurrentpaperworkormanualsystem

Customer Relationship management System (CRM)

The CRM system will manage interactions with the citizens for effective service delivery. Feedback and registration of complaints will improve service delivery.

Road Map 3: Human Capital and Workforce DevelopmentCounty ICT Training – ICT and Users Carry out Training Needs Assessments for government staff and for citizenry to

adapt to new systems, develop a plan and conduct the required trainings

Establish and equip ICT training facilities in Polytechnics, Vocational training Institutions and ICT Digital Villages

Access to ICT facilities and training in the county institutions

County ICT Governance – PMO and Secretariat

This includes the governance structures that need to be reviewed or established to ensure the success of the ICT roadmap. Align the ICT structure with the ICT Roadmap, review policies, establish the technical and planning committees and also a PMO guide the implementation process. Recruit a change management agent.

CountyStaffing-Structures Acquisition of the relevant competencies and structures to allow for a seamless implementation even after the ICT roadmap

Change management Change management involves a systematic approach to dealing with change from the perspective o the county, ICT department and individual employees.

Road Map 4: Policy Environment and Legal FrameworkReview and update the CIDP The current CIDP is not conclusive and requires an update

Development of a comprehensive ICT Policy – Covering Security (Cyber), Documentworkflow,Procurement,SLAs,e-Waste management

This involves the establishment of ICT policies , regulations and standards

Disaster Recover and Business Continuity (DRC)

Develop and operationalize a disaster recovery plan for business continuity

Establish a Shared Services Policy

Systems Standardisation (ITIL, ISO Certification,InformationSystemsSecurity

Establish an information systems security

Table5-1ProjectIdentificationandPrioritisation


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5.0 Financial ProjectionsDevelopment of suitable incentives and tax breaks to private sector both within and outside the ICT sector to fund the Master Plan projects. Counties have a great opportunity to partner with the private sector players and provide incentives such as waiver of way leaves charges for the private sector to accelerate investments especially in connectivity. The table below gives the summary of the investments into the roadmap.


37

OBJ

ECTIV

E

KSH

USD

INVE

STM

ENTS

Rat

e 92

20

15/1

6 2

016/

17

201

7/18

2

018/

19

201

9/20

Road

Map

1: I

nfra

stru

ctur

e,

Con

nect

ivity

and

Inte

rope

rabi

lity

335,

094,

596

3,64

2,33

3 41

,870

,120

56

,149

,476

21

0,64

0,00

0 16

,400

,000

10

,035

,000

Road

Map

2: P

ublic

Ser

vice

Del

iver

y an

d In

tero

pera

bilit

y57

6,72

5,00

0 6,

268,

750

104,

650,

000

93,1

50,0

00

150,

650,

000

179,

975,

000

48,3

00,0

00

Road

Map

3: H

uman

Res

ourc

e an

d

Cap

acity

Bui

ldin

g36

7,76

8,00

0 3,

997,

478

55,0

00,0

00

73,0

00,0

00

87,8

00,0

00

73,0

80,0

00

78,8

88,0

00

Road

Map

4: P

olic

y En

viro

nmen

t and

Le

gal F

ram

ewor

ks

26,0

00,0

00

282,

609

17,0

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00

- 4,

000,

000

3,00

0,00

0 2,

000,

000

TOTA

L1,

305,

587,

596

14,1

91,1

7021

8,52

0,12

022

2,29

9,47

645

3,09

0,00

027

2,45

5,00

013

9,22

3,00

0

The

tabl

e be

low

sum

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ises

of t

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ts in

to th

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Tabl

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umm

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of In

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men

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n


38

5.2 Road map Financing:Achieving the vision of the National ICT Master Plan for Kajiado County will require the mobilisationofsignificantfinancialandhumancapital.Fundingofthe identifiedprojectswill come from the National and County Governments, development partners and other public or private institutions through Private/Public Partnerships (PPPs) and collaborations. It is therefore important develop a resource mobilisation plan that will see the implementation of the Kajiado County ICT Roadmap.

TheNational ICTMasterPlan identifiesthefollowingformobilisationofresourcesthatarealso applicable for the County Governments:

1. The Government shall fund the foundational pillars through a re-focused expenditure-planning model. This shall be facilitated through the Government budget and allocations such as:

2. Increase Government spending on ICT from 0.3% to 5% of National and County Government budgets from 2015/2016, as recommended in the National Broadband Strategy. It is important that the County Governments also make investments commitments in the Finance Budget Policy Paper to increase funding to the ICT Projects.

3. Use of Universal Access Fund (0.5% of turn-over of ICT operators and service providers) from 2015/2016 to fund broadband roll-out in under-served areas, as recommended in the National Broadband Strategy.

4. Use of the Equalisation Fund to fund ICT projects in marginalised counties from 2014/2015

5. Use the National Research Fund (2% GDP) or other Government Supported Venture CapitalFundtofinanceandcommercialiseICTinnovations.

6. Provision of risk guarantees for micro and small businesses through a statutory prescribed agency

7. Consolidate all Ministries’ ICT budgets by 2015/2016 for ICT projects only. This should be same at the County level.


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Ministry of Information, Communication and Technology

Telposta Towers, 10th Floor, Kenyatta Ave. Koinange Street

P.O Box 30025-00100,Nairobi Kenya

Tel: (+254) 4920000 / 1

Email: [email protected]

Website: www.information.go.ke

County Government of Kajiado

P.O Box 11

Kajiado

Tel: (020) 2043075

Email:[email protected]

Website: www.kajiadocountygovernment.com

ICT Authority

Telposta Towers, 12th Floor, Kenyatta Ave

P.O. Box 27150 - 00100 Nairobi, Kenya

t: + 254-020-2211960/62

Email: [email protected] or [email protected]

Website: www.icta.go.ke

Become a fan: www.facebook.com/ICTAuthorityKE

Follow us on twitter: @ICTAuthorityKE


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Ministry of Information, Communication and Technology

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